Search

Custamer Name City of Nashua NH
NJPA Member #

Henderson Henderson NJPA Reca p WorkSheei Contact Ph. Jon } barra 603-589-4709
NJPA CONTRACT 080114-HPI PO#

Date 42/4/2017
List Cost Unit List Cost Discount Net Extended
Product Desaiption {Each Unit} Quantity (Total) Type Each Total (Net}
Henderson Prewet System $7,761 6 § 46,566 25% § 5,821 $ 34,925 |
IPA Contact Item(s) Total (Net _$ 34,925 |

Non-Contract Items (Non-8rine Extreme items ONLY)
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Non-Contract Items (for Brine Extreme ttems ONLY)
Description List Unit List Discount Net Each Net Total
$ 10% $ - $
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Please provide this recap page along with the individual product warksheet(s} when submitting your purchase o7 Order Total (Net)

if this summary page is used for customer purchse order, customer must sign and date here.

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Signature Date

REPORT OF THE FINANCE COMMITTEE

DECEMBER 18, 2019

A meeting of the Finance Committee was held on Wednesday, December 18, 2019, at 7:00 p.m. in the
Aldermanic Chamber.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Alderman Michael B. O’Brien, Vice Chair
Alderman June M. Caron
Alderman Linda Harriott-Gathright
Alderman Patricia Klee

Members not in Attendance: Alderman-at-Large Brandon Michael Laws
Alderwoman-at-Large Shoshanna Kelly

Also in Attendance: John Griffin, CFO/Comptroller
Dan Kooken, Purchasing Manager
David Fredette, Treasurer/Tax Collector

PUBLIC COMMENT - None
COMMUNICATIONS

From: Sarah Marchant, Community Development Director
Re: Contract for Engineering Services for the Heritage Rail Trail East

MOTION BY ALDERMAN O’BRIEN TO ACCEPT, PLACE ON FILE, AND AUTHORIZE CHANGE ORDER —
AMENDMENT NO. 1 —- TO CMA ENGINEERS FOR UNANTICIPATED SURVEY NEEDS FOR THE NASHUA
HERITAGE RAIL TRAIL EAST PROJECT IN THE AMOUNT OF $9,196

ON THE QUESTION

Sarah Marchant, Division Director

Good evening. Thank you very much. This is a less than $10,000. It actually is just a communications memo
to you. It was a change in survey for the project. It’s unfortunately in an urban environment with 115 abutting
properties. There certainly can be quite a bit of extra research that was found that needed to be done with the
project but we are moving forward and that’s the change.

Mayor Donchess

Any discussion on the change?
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for City of Nashua, NH, Police Facilities Study (Value: $45,000) Department: 150 Police;
Fund: NPD Capital Project

MOTION BY ALDERMAN O’BRIEN TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT FOR
CITY OF NASHUA, NH, POLICE FACILIITES STUDIES TO LAVALEE BRENSINGER ARCHITECTS (LBA)
IN THE AMOUNT OF $45,000. FUNDS ARE AVAILABLE IN DEPARTMENT 150 POLICE; FUND: NPD
CAPITAL PROJECT

° Project Permitting Plan Set (i.e, complete 60% design plans set, including grading
plans, cross-sections and details)

° Wetlands Impact Plans

° Mitigation Proposal

. Supplementary Information required for Prime Wetlands applications in Env-Wt
704.03

We assume that each application will be classified as a major impact under Env-Wt 407 and that
a public hearing will be required pursuant to Env-Wt 704.04. An initial client draft of the permit
application will be submitted to the Client for review and comment prior to finalization and
submittal to NHDES. Because the permit application fee cannot be calculated at this time, our

proposed fee does not include this cost.

VHB assumes that the City will be responsible for determining ownership of the bed of the river
and for coordinating with affected property owners to obtain easements, written permission, or

signatures on the application form as appropriate.
Task 6. US Army Corps of Engineers, Clean Water Act, Section 404 Permitting

Based on our experience with similar projects in NH, VHB expects that the Corps will authorize
the project via the Statewide Programmatic General Permit (i.e., the project will not require an
individual permit). We will prepare wetland project plans in the standard US Army Corps of
Engineers format (no larger than 11 X 17 in with bar scale) for the Corps’ records and will
complete the Corps’ “Appendix B" document relative to indirect and cumulative impacts for

submittal to the Corps.
Task 7. Alteration of Terrain Coordination

At this time, it appears that the area of significant ground disturbance associated with the
project will exceed the 50,000 square foot Alteration of Terrain (AoT) permit trigger for projects

located within Protected Shoreland.
Assuming the permit is required, VHB will develop sediment and erosion control plans which will
be submitted with the AoT permit application. (Note: VHB assumes the Stormwater Pollution

Prevention Plan (SWPPP) and Construction General Permit (CGP) Notice of !ntent will be
prepared and submitted by the selected contractor(s).] The plans will rely on site-specific

information. Under this task, VHB will:
° Prepare temporary and permanent stormwater management and erosion control plans in
accordance with NHDES and United States Environmental Protection Agency (USEPA)

regulations,

Finance Committee - 12/18/2019 Page 2

ON THE QUESTION

Mayor Donchess

Lieutenant you’re here on this | think. Could you just address how we’re doing on the HVAC project, and the
windows, and all that? Hopefully that’s coming along well. How does this if it does relate to that?

Lt. Carlos Camacho

Absolutely. Good evening. I’m Carlos Camacho - Lieutenant with the Nashua Police Department. So just to
answer those questions, the HVAC project is still a go. It’s still going to go on as planned. The window project
is completed. All the windows have been installed. There was no issue with that. They’re all up and running.
It looks great. Definitely made a big difference.

Mayor Donchess

No more snow coming in the last couple of storms?
Lt. Carlos Camacho

No more snow coming in which is a good thing. Based on those two projects, we decided that we need a
space needs assessment for the building itself. The Nashua Police Department was built in 1979. The
building addition was finished in 1999. Since the last major renovation in 99, a lot has changed in public
safety buildings and the department has outgrown its initial building dimensions. An architectural firm must be
contracted to conduct a space programming and future space needs assessment. Based on this needs
assessment, we will obtain data about our space needs in the original building which was built in ’79.

A major item of concern is retrofitting our detention area from a steel bar detention facility which was prominent
during the time the police department was built to a wall detention facility secured by clear doors which is what
the standard is today. Modern day detention facilities have moved to a softer approach to cells. They’re not
constructed with walls and windows and doors for security purposes. These cells prevent defendants from
self-injury due to the metal bars. They also prevent injury of exposure to officers or employees due to the
secure nature of the sealed cell. Having new cells is a more secure and humane way of holding defendants
which also minimizes the potential of lawsuits.

The latest major renovation completed in 1999 was constructed with the future of Nashua Police Department in
mind. The project projected the growth of the department and built into the renovation the possibility of
expanding vertically in the future. NPD future is now and the time has come to explore the option of vertical
growth of one or two floors to the renovated building. This assessment will review the 1999 structural
construction documents to confirm that this addition can accommodate an additional level. They will prepare a
space plan, level test fit study exploring the expansion of the building vertically and/or horizontally to
accommodate future space needs. They will prepare conceptual budget projecting the potential cost of the
proposed additions or renovations along with a final report of the findings and a PowerPoint presentation the
department can utilize to present the project to city stakeholders. It will also attend the city meetings to present
their findings. That’s something that will happen five to ten years down the road. We're just starting to plan
ahead.

Mayor Donchess
The source of funds is what?

Karen Smith, Business Manager

This is a capital project. This is for our building project.

Finance Committee - 12/18/2019 Page 3

Mayor Donchess

Yes but the study would be paid for?

Karen Smith, Business Manager

Out of that account.
Lt. Carlos Camacho

So the last thing that they wanted to do with the study is to relocate our existing crime lab and the forensic
criminal lab as well. The laboratory that we have now have outgrown their space and they need to expand with
all the new technology and the work that they’ve been doing.

Basically the study itself after it is completed will give us the chance to kind of see where the building is and if
going vertical is even a possibility. The new HVAC system is coming in here in the near future — this coming
year. If we start planning if we want to go vertically and we start planning this process now, we can actually
build the HVAC system to support this future growth of the PD vertically in the years to come. That was in five
years, ten years when we do expand vertically and go up, we don’t have to take away the current HVAC
system that was recently installed. We're trying to plan for the future and the priority of this project is to kind of
see the space needs for out detention facility and the forensic crime lab. That would be one of the first project
we do. The vertical expansion will happen five to ten years from now.

Mayor Donchess

Do you have a completion date on the HVAC, an estimated completed at this point?

Lt. Carlos Camacho

It’s going to start in the summer. | believe they’re going to start coming in the summer so hopefully before
2021. That's what I’m guessing on that right now but | know they’re going to start in the summer if everything
goes as planned. That’s a big project and by that time hopefully with this study we'll be able to tell the HVAC

company that’s putting in the system hey make sure you guys leave room for the future to kind of expand he
HVAC system if need be.

Mayor Donchess

Discussion? Questions?

Alderwoman Caron

Thank you. I’m happy to hear that you’re looking at the expansion five and ten years down the road and these
changes that you’re making now that can accommodate that. Kudos to you for doing that. We have the funds

as the Mayor asked in your capital projects?

Karen Smith, Business Manager

Karen Smith — yes.
Alderwoman Caron

Thank you.

Finance Committee - 12/18/2019 Page 4

Mayor Donchess

Any other questions or discussion?
MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Extension of Essex Power Services Inc. Jackson Mills and Mine Falls Operations and Maintenance
Agreement (Value $404,605 plus revenue sharing) Department: 170 Hydroelectric Operations;
Fund: General

MOTION BY ALDERMAN O’BRIEN TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE EXTENSION
OF CONTRACT FOR THE JACSKSON MILLS AND MINE FALLS OPERATIONS AND MAINTENANCE
WITH ESSEX POWER SERVICES IN THE AMOUNT OF $404,605 PLUS REVENUE SHARING. FUNDS
ARE AVAILABLE IN DEPARTMENT 170 HYDROELECTRIC OPERATIONS; FUND: GENERAL

ON THE QUESTION

Mayor Donchess

And | think, again, Ms. Marchant is here to answer any — | assume you're here on this.

Sarah Marchant, Division Director

Good evening. Sarah Marchant. I’m here to talk to you about the Essex contract. Essex is our operator for
the two hydroelectric facilities in the city. We entered into a contract originally three years ago after going out
for an RFP. We had six responses. We vetted them pretty extensively and were able to also negotiate costs
down at that time based on all our responses. We feel that Essex has served the City very well. The original
contract was designed with this three year extension in mind knowing that we were starting relicensing which
we have started underway. We also have several major projects going on at the facilities that are currently
underway and so we would very much like to exercise a contract extension. There are no changes to the
contract except for minor increases in labor rates which makes sense in this market. Both dams bring in a total
of little over a $1 million - $1.2 million in revenue. So this is certainly a good deal for the City in the long run.

Mayor Donchess

Questions? Discussion?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Motorola Maintenance Contracts (Value: $233,158) Department: 157 Citywide Communications Fund:
General

MOTION BY ALDERMAN O’BRIEN TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT FOR

MOTOROLA MAINTENANCE TO MOTOROLA SOLUTIONS, INC. IN THE AMOUNT OF $233,158. FUNDS

ARE AVAILABLE IN DEPARTMENT 157 CITYWIDE COMMUNICATIONS; FUND: GENERAL

ON THE QUESTION

Bill Mansfield, Radio Systems Manager

Thank you Mr. Mayor. Basically there’s two different contracts here. One is for our system upgrade
agreement SUA2. That’s the most expensive one. Once a year we pay Motorola a fee and every two years
we get our system upgraded. We had our first upgrade this year. In that upgrade, we found that Windows 7

Finance Committee - 12/18/2019 Page 5

was going away which basically we had to replace massive amounts of equipment. Let’s just say that. All the
servers were replaced. All the dispatch consoles were replaced at police and fire. Software was basically
upgraded and every piece of equipment that we had — switchers were replaced: routers were replaced. They
flew in two gentlemen for two weeks to do this. They also had three other gentlemen from Motorola coming in
and doing all the hardware transition as well. Tne whole process took approximately 2 7% weeks to go through.
Right now we were at 715. Now we’re at 717.

Mayor Donchess

You were at 715?
Bill Mansfield, Radio Systems Manager

715 is a version of the radio system. Now we're at 717. The next step would be 719. So this payment would
be the first payment of two payments to get that upgrade in two years from now to the most current software
and possibly hardware again features that are out there. That’s the main piece of the contract.

The other parts of the contract are what we have been doing for years. Our security upgrade services — every
week Motorola delves into our system and upgrades every Windows product that that is in our system with the
latest and greatest of security updates in the system. Again it’s just to keep the system safe and secure.

Astro technical support — that support is basically so when I’m doing troubleshooting on the system itself if |
need their technical assistance, | call them and they can dial into the system and help me determine what the
issue is and point me in a direction that | need to go in to have that item fixed.

Then we have preventive maintenance. Basically what they do is they go to all the sites here within the city —

all the radio sites — tune all the equipment and make sure that everything is running to specification. So they
do that once a year.

Mayor Donchess

You mentioned | think that the Windows 7 version was discarded. What came in in its stead?

Bill Mansfield, Radio Systems Manager

So they have Windows 10 on all the Windows projects right now.

Mayor Donchess

Discussion? Questions?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Aldermanic Chamber Renovations (Value: $134,900) Department: 129 City Buildings; Fund: Escrow
$40,000 and Building Fund $94,900

MOTION BY ALDERMAN O’BRIEN TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT FOR

ALDERMANIC CHAMBER RENOVATIONS TO D.L. KING & ASSOCIATES IN THE AMOUNT OF $134,900.

FUNDS ARE AVAILBLE IN DEPARTMENT 129 CITY BUILDINGS; FUND: ESCROW $40,000 AND
BUILDING FUND $94,900

Finance Committee - 12/18/2019 Page 6
ON THE QUESTION

Alderwoman Harriott-Gathright

What are we having done?

Kim Kleiner, Administrative Services Director

Good evening. Kim Kleiner, Director of Administrative Services. So we brought it to you quite quickly. Legal
and Risk are still reviewing the contract but it’s time sensitive. So we want to be able to have you back in the
chamber in time for the budget meetings. In order to do so, we will need to have the drawings approved by the
end of the month or the beginning of 2020 in order for them to start assembling the furniture and working on
the furniture which they will complete a lot of the work off site. They will start renovations to the actual
chamber around the beginning of February — around February 1*' in the hopes to have the chamber completed
by March 16".

Mayor Donchess

Can you describe the overall project?

Kim Kleiner, Administrative Services Director

Sure. So all the desks will all be replaced. The benches in the gallery will be replaced. They'll be painting.
They'll be carpeting. There will be a separate RFP that will be issued for technology upgrades because that’s
going to be handled from the CTAB funding. You'll have a center entrance and two entrances on each side.
Originally the thought was to reshape the desks but now it is thought that really this set up makes the most
sense so we'll continue to have the horseshoe this way. All the desks will be new — oak furnishings. They will
be connected in the front or appear connected but they will be individual desks in back.

Alderwoman Caron

| think this is great. It’s a long time coming and I’m glad to hear we’re going to have the IT communications
and lighting as part of this project. | think this was when Mayor Davidson was here was the last time this was
really upgraded. It’s a long-time coming and I’ve seen the carpeting. The paint is going to be the same but the
carpeting and stuff is going to change. | think this is great. | think it’s well overdue especially the IT part.
Thank you.

Kim Kleiner, Administrative Services Director

From what | understand, these need to go away.
Alderwoman Klee

Yes and | appreciate it being done also. | don’t wear light colored clothes anymore because I’ve gone home
more than once with green sleeves from that. I’m always asking them to clean these desks. Yes we get green
sleeves. If any dampness from something that you have here but | am appreciative of the IT and letting these
go away. | know when we’re across if someone has it just right, it’s like blinding you. It would be nice to see
these gone. | know Steve a couple of times has said he’s going to have to wear sunglasses in here. Just at
the right angle it just glares at the other people.

Alderman O’Brien

To Ms. Kleiner | just have — somebody at home looking at the desks. They really probably on TV don’t look
that bad but they’re metal, and they’re ancient, and they’re well shop worn from many aldermanic boards sitting

Finance Committee - 12/18/2019 Page 7

here. How old are they? Date back to the opening of City Hall probably in the ‘30s. So the taxpayers know
that it’s a dire need to upgrade the facility.

Kim Kleiner, Administrative Services Director

So | have asked and apparently the last chamber renovation was a number of years ago. | asked City Clerk
Lovering exactly when and we couldn’t nail down the exact date but its many boards ago. Many. The problem
with some of these and to Alderwoman’s Klee point, you can’t clean these. We have a very hard time doing
any upgrades to these.

When there was a problem with the lighting, the only answer was to have this type. What we'd like to see is a
lighting that’s more universal underneath. That will eliminate any little fire problems that we had not too long
ago one evening when they short circuited. The furniture has really reached its useful life. | think anybody that
would come in and actually view them during the day would see that. They’re really not practical any longer.
Alderwoman Klee

| just have one more question. Will these chairs be removed? Every now and then and | sit there all of a
sudden I’m the ever sinking alderman.

Kim Kleiner, Administrative Services Director

No we realize and that happens a lot. With these types of chairs, the mechanisms wear out and they start to
fall.

Alderwoman Klee
| have it completely locked today because | was sitting on the floor earlier.

Kim Kleiner, Administrative Services Director

This type of furniture is meant to be replaced in normal cycles. So we see the chairs as being part of the
project but we’ll do it separately from this renovation contract with D.L. King.

Alderwoman Harriott-Gathright

Just wondering and | don’t know if it’s true or not but someone had told me that these desks that they come
from Manchester or one of the other towns. They were not new to us. They were used.

Kim Kleiner, Administrative Services Director

| did hear that although | did not confirm that but | did hear that.
Alderwoman Harriott-Gathright

I’m happy that we’re getting new stuff. Truly happy.

Mayor Donchess

Anyone else?

MOTION CARRIED

Finance Committee - 12/18/2019 Page 8

Mayor Donchess

Now we do have a nonpublic session further on down. Before we get there, there is no unfinished business.

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN O’BRIEN THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
FROM NOVEMBER 29, 2019 TO DECEMBER 12, 2019

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

NON-PUBLIC SESSION

MOTION BY ALDERMAN O’BRIEN TO ENTER NONPUBLIC SESSION PURSUANT TO RSA 91-A:3 (E)
CONSIDERATION OR NEGOTIATION OF PENDING CLAIMS OR LITIGATION WHICH HAS BEEN
THREATENED IN WRITING OR FILED BY OR AGAINST THE PUBLIC BODY OR ANY SUBDIVISION
THEREOF, OR BY OR AGAINST ANY MEMBER THEREOF BECAUSE OF HIS OR HER MEMBERSHIP IN
SUCH PUBLIC BODY, UNTIL THE CLAIM OR LITIGATION HAS BEEN FULLY ADJUDICATED OR
OTHERWISE SETTLED. ANY APPLICATION FILED FOR TAX ABATEMENT, PURSUANT TO LAW, WITH
ANY BODY OR BOARD SHALL NOT CONSTITUTE A THREATENED OR FILED LITIGATION AGAINST
ANY PUBLIC BODY FOR THE PURPOSES OF THIS SUBPARAGRAPH, BY ROLL CALL

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Alderman-at-Large O’Brien, Alderman Caron, Alderman Klee;
Alderman Harriott-Gathright, Mayor Donchess 5

Nay: 0

MOTION CARRIED

The Finance Committee entered non-public session at 7:25 p.m.

The Finance Committee entered public session at 7:35 p.m.

MOTION BY ALDERMAN O’BRIEN THAT THE FINANCE COMMITTEE SEAL THE MINUTES OF THE
NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF THE COMMITTEE
VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE SERVED

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Alderman-at-Large O’Brien, Alderman Caron, Alderman Klee,
Alderman Harriott-Gathright, Mayor Donchess 5

Nay: 0